Control and secure enterprise data while addressing employee mobility with ShareFile

Transcription

1 Control and secure enterprise data while addressing employee mobility with ShareFile Solve top BSFI industry challenges of employee mobility and secure data access, sync, storage and exchange with a single solution

2 aced with risin ar et co etition ban in financial ser ices and insurance (BFSI) organizations must move quickly to meet customer, employee and industry demands while addressing complex regulatory mandates and heightened security threats. BFSI organizations also have to protect and manage large amounts of sensitive client information that must comply with the highest standards for digital storage and security. IT teams within these organizations are tasked with maintaining tight control over how sensitive data is accessed, stored and shared among internal teams and external parties. To meet these challenges, many organizations are turning to highly secure, cloud-based IT tools such as enter rise file sync and sharin ser ices which are changing the way people work for the better. BFSI challenges Meeting new customer, employee and industry demands Addressing complex regulatory mandates and heightened data security threats hare ile is a secure enter rise file sharin solution that ro ides o ine access e ail and custo er relationship management (CRM) integration, making it easy to view and send documents, even when on the o nli e co etitors hare ile o ers e ible data stora e on re ises in a secure cloud en iron ent or a co bination to eet data so erei nty co liance performance and cost requirements. Giving IT control over and visibility into how sensitive data is accessed, stored and shared among internal and external users Maintaining lasting relationships with clients and offering the highest level of customer service Providing new technology tools that support employee mobility ShareFile is an optimal tool for the BFSI industry. It is specifically designed to control sensitive data to facilitate safe exchange of confidential financial documents and support adherence to record-keeping regulations. Individual files and folders are available for encrypted, password-protected download via a custom-branded client vault or through with the ShareFile plugin for Microsoft Outlook. ccess sync and securely share files within the organization, across lines of business and with third parties and clients end confidential data financial contracts and educational resources to clients and track download statistics Provide instant mobile access to data on e istin networ file dri es and hare oint sites To mobilize existing infrastructure investments and reduce IT costs, financial services organizations are turning to an integrated solution to control and secure their enterprise data while addressing employee mobility initiatives. ShareFile delivers security for corporate data, peace of mind for clients, and mobility for employees. Following are top features of ShareFile that address the needs of BFSI organizations: 2

3 ShareFile delivers business results asily and securely sync store and share sensitive client information files with encry tion Address federal and state regulatory mandates with a secure enter rise file ana e ent ser ice Boost security and gain IT control of how sensitive data is stored, accessed and shared nable obile e loyees to wor and collaborate from anywhere Secure by design ShareFile allows IT to determine how sensitive data is stored, accessed and shared. Advanced security features including remote wipe, device lock, passcode protection, white/black listings and data expiration policies ensure complete control over enterprise data, regardless of where it is located. Robust reporting and auditing features enable IT to track and log user activity in real time and create custom reports to meet corporate data policies and compliance requirements. Seamless integration with enterprise directory services simplifies authentication and user provisioning. Flexible data storage with ShareFile StorageZones r ani ations ha e the e ibility to choose where data is stored on re ises in the cloud or a combination to meet their specific requirements for data sovereignty, compliance, performance and costs. For organizations that require increased data protection, ShareFile offers customers the ability to encrypt data with their own encry tion eys y definin where data is stored, IT can build the most cost-effective and customized solution for the organization. ShareFile with StorageZones also allows IT to ta e ad anta e o the econo ic benefits and effortless management of a cloud-based service. ShareFile also offers Restricted StorageZones, private data areas for customer-managed StorageZones that provides increased data security and compliance. Files and metadata in a Restricted StorageZone are encrypted with the customer s keys for zero-knowledge vendor visibility, plus file sharing/access is exclusive and li ited to s ecified internal users who must pass a dual authentication process. More Actions More More Actions Actions More More More Copy Copy Copy Archive Archive Archive Archiving Satisfy record-keeping regulations ShareFile can archive, rather than delete, account files, folders, sent messages, active and inactive links, and notifications for a minimum of three years. Set up designated third parties to search and e ort files lin s essa es and activity logs directly from a ShareFile account. Uploading Uploading Uploading 75% 75% 75% CRM integrations ro e file access sortin and uploading ShareFile seamlessly integrates with the CRM systems most financial or ani ations use today. Add ShareFile to RedTail, Worldox or Trumpet to streamline report access and distribution, eliminate manual sorting and simplify upload of multiple documents. Password Password Password Sign In Sign In Sign In Client vault Clients can send and receive confidential files with ease ShareFile works for both internal employees and external clients and third parties. ShareFile balances usability with security, allowing organizations to host a client vault that offers direct delivery of client statements, or s and other confidential documents. Organizations can also request clients to upload documents. 3

4 Sync, store and share client statements, financial reports, contracts and more Give users true enterprise class data services across all corporate and personal mobile devices, while giving IT all the control it needs. sers can access sync and securely share files from any device with people both inside and outside the organization for easy collaboration and enhanced roducti ity ine access keeps productivity up even when on the go. Sharing confidential documents All BFSI organizations must send and receive confidential files raditional ethods such as attachin a file to an e ail u loadin to sites, downloading to USB drives and sending printed documents via postal mail and courier services are fraught with security risks. In some cases, these methods do not comply with U.S. ecurities and chan e o ission regulations, leaving the confidential data e osed to threat ith hare ile all file ty es can be securely shared digitally with anyone, either internal or external to the organization. ery lar e files u to can be shared sers can re iew all Microso t o fice files and PDFs within their web browsers. Built-in mobile editors can be leveraged to permit free-form signatures on documents. he send a file eature enables co anies to collect financial docu ents ro third arties without giving them access to their central system. Some companies have found this useful or collectin financial docu ents to accelerate accounts payable. Secure enterprise file management - ShareFile is equipped with advanced security features including remote wipe, device lock, passcode protection, white/black listings and data expiration policies, which allow IT admins to set up and control exactly how sensitive data is stored, accessed and shared. IT teams can track and log activity in real time and create custom reports to meet compliance requirements. Client reporting for easy tracking - ShareFile provides a reporting feature for tracking user activity, so you know when your clients download the files you send the e orts are sent based on the customizable settings you choose, so you can decide which files and actions will enerate notifications sin le re ort ay contain an audit of all activity on the account, or it can be ocused on s ecific actions or ti e ra es ou can run reports on permissions or account usage to easily check if each client has access to the correct files and olders hare ile sa es a copy of each report, providing a complete record of portal access and usage. Reports can be sent each time activity occurs or in one consolidated daily message. IT auditing and reporting - ShareFile provides comprehensive capabilities to track, log and report on user file access, sync and sharing activity, including the date, type, place and network address of each user event. IT can also enable trac in throu h wor ow tools such as the lu in or Microso t utloo Multi le ersions o files can be stored to create full audit trails of editing acti ity re ote wi e is initiated can trac file activity that occurred on the device from the time the wipe was initiated through its execution, and will recei e a notification indicatin whether the wipe succeeded. Additional security features Access control policies - Users can be granted download-only access or full upload/edit/delete rights depending on their location, role, device and other criteria. Additional restrictions are available. Encryption & data backup lient files are protected in transit between the web 4

5 a lication and stora e tier usin with no less than bit encry tion de endin on end user browser confi uration ll client files are encry ted usin bit symmetric key encryption, a FIPS-approved encry tion al orith usto er files are stored redundantly within the cloud storage provider s re ion and hare ile bac s u all files daily Storage and backup of customer files are confi urable by the hare ile ad in accordin to data retention and ersion settin s s ecific to each organization s requirements. Device security policies The remote wipe feature allows both users and IT to wipe all ShareFile stored data and passwords on mobile devices in case of loss or theft. The poison pill feature enables IT to prescribe data expiration policies for mobile devices and activate audit controls to track user logging activity. This feature is available in the ShareFile apps for Apple ios and Android devices. he restrict odified de ices eature allows to restrict the use of third-party apps that can store copies of sensitive business information, while providing built-in capabilities like a mobile content editor as a secure alternative. With the passcode lock feature, IT can require users to enter a passcode (short PIN or users ecified characters or assword e ery ti e they want to access their ShareFile account on a mobile device. This makes it easy for users to access their data while ensuring unauthorized access is denied. Enterprise directory integration - ShareFile supports integration with Microsoft Active Directory via SAML or XenMobile. Two-factor authentication can be added for an extra level of security. Encryption key ownership usinesses can manage their own ShareFile StorageZones in Microso t ure or a on to benefit ro the elasticity and e ibility o the cloud while maintaining ownership of their own encryption eys an ad anta e ty ically only a ailable on premises. Data loss prevention n orce data security olicies or sensiti e and confidential data by integrating ShareFile with existing DLP (data loss prevention) systems to restrict document sharin based on the file s classification ShareFile integrates with popular DLP systems (Symantec Data Loss Prevention, McAfee DLP Prevent, Websense TRITON AP-DATA, RSA Data Loss Prevention and others) for Customermanaged StorageZone deployments only. nter rises es ecially those in hi hly re ulated industries need to be able to control file sharin based on the content inside the files the sel es Connecting ShareFile with customer s existing syste allows hare ile to classi y files based on their content and enforce sharing restrictions per company policies. Employee and client usability sability o a file sync and sharing tool is extremely important as this service reflects the BFSI organization s quality of service. If clients find it difficult to use the company s file-sharing service, they will become frustrated. ShareFile offers a consumer-like experience that clients find intuitive and easy to use. This experience also encourages employee adoption. Employee mobility and mobile apps - ShareFile is always accessible via the ShareFile web interface and mobile apps. Mobile apps strengthen client relationships by allowing financial ad isors to re iew docu ents in real time with clients on a tablet or laptop. ShareFile supports mobile work by allowing employees to send secure files no atter where they are 5

6 With synchronization across all devices, users can be confident that they are wor in on the correct ersion o a file Secure virtual data room ot lon a o businesses that handled co le confidential transactions such as a merger or acquisition had to assemble boxes of documents related to the transaction in a roo or o fice eo le in ol ed in the deal would gather in the room to review and discuss data docu ents were confined to the room to ensure security. Now that data can be stored securely in the cloud, M&A and venture capital and private equity transactions can be conducted entirely online. Virtual data rooms are digital data repositories that are tightly controlled to restrict access to the parties involved in the transaction. Businesses can share and exchange large amounts of data quickly and easily, without co ro isin on confidentiality Much more than file sharing ShareFile also seamlessly integrates with enmobile brin in to ether enter rise file sync and sharin as art o a co lete enterprise mobility management solution MM to deli er co lete obile de ice management (MDM) and mobile application management (MAM) capabilities. Conclusion ShareFile, a secure data sync and sharing service, enables ban in financial ser ices and insurance organizations to embrace employee mobility without compromising data security and compliance. ShareFile enables mobile productivity with read-write access to data, allows users to securely share files with anyone and sync files across all of their devices. With ShareFile, IT also ains the e ibility to store enter rise data in the most optimal locations and leverage existing investments to meet compliance and performance requirements. ShareFile offers a virtual data room service. hare ile irtual data roo ro ides s ecific benefits or businesses en a ed in lar e and confidential transactions See how ShareFile is helping Cherokee Investment Company to share documents, reports and media files ro any de ice anywhere around the globe, View video. hare ile is a ailable in ulti le lan ua es n lish French, German, Spanish, Japanese, Korean, i lified hinese ussian utch and ortu uese The amount of information that needs to be exchanged in any given deal, whether it s a venture deal or a real estate deal, is massive I use ShareFile for everything. JT Vaughn, Senior Analyst, Cherokee Investment Partners Having used ShareFile for over five months now, it is an integral part of our daily communications with both clients and prospective clients. David Gratke, Gratke Wealth, LLC

7 Corporate Headquarters Fort Lauderdale, FL, USA Silicon Valley Headquarters Santa Clara, CA, USA EMEA Headquarters Schaffhausen, Switzerland India Development Center Bangalore, India Online Division Headquarters Santa Barbara, CA, USA Pacific Headquarters Hong Kong, China Latin America Headquarters Coral Gables, FL, USA UK Development Center Chalfont, United Kingdom About Citrix itri is leadin the transition to so tware definin the wor lace unitin irtuali ation obility ana e ent networ in and aa solutions to enable new ways or businesses and eo le to wor better itri solutions ower business obility throu h secure obile wor s aces that ro ide eo le with instant access to a s des to s data and co unications on any de ice o er any networ and cloud ith annual re enue in o billion itri solutions are in use at ore than or ani ations and by o er illion users lobally earn ore at www citri co o yri ht itri yste s nc ll ri hts reser ed itri hare ile tora e ones and enmobile are trade ar s o itri yste s nc and/or one of its subsidiaries, and may be registered in the U.S. and other countries. Other product and company names mentioned herein may be trademarks of their respective companies. 7